Specifications for Completing the December 1 Child Count Collection

Virginia Department of Education

Special Education Data and Reporting

Office of Special Education & Student Services

Revised: October 21, 2020

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General Information

The December 1 Special Education Child Count Collection collects information required to meet federal reporting requirements under the Individuals with Disabilities Education Act (IDEA), and information required for certain elements of the Standards of Quality (SOQ) state funding calculation. The December 1 Special Education Child Count Collection is a “snapshot” of students receiving special education services on December 1 each year. A student must meet all three of the criteria listed below to be included in the count:

Have a current evaluation or re-evaluation,

Have a valid Individualized Education Program (IEP) or Individual Services Plan (ISP) on December 1, and

Be receiving special education and related services on December 1. (Students not enrolled on December 1 of the current year but who received Summer Semester Special Education Regional services AND the division is requesting reimbursement for those summer semester services are included.)

Individual Student Records must be submitted for the following:

Full-time and part-time students served in the division for each student with an active IEP on December 1 of the current school year

Students placed in other divisions Students placed in private schools (day or residential) Students placed in regional centers Students receiving special education services in local or regional jails Preschool-age students served in community based programs

The State School for the Deaf and Blind, the Department of Juvenile Justice, the Department of Corrections, and State Operated Programs each submit individual student records for students in these facilities.

Data Submission Information

Records to be Submitted The division must submit data for all students for whom they are legally responsible. The division must submit data for all students served by the division, even if the

division is not legally responsible for those students. This submitting requirement is consistent with the Student Record Collection (SRC) submitting requirements.

Maintain Data Maintain the data within the division. Use the File Layout to assemble a tab-delimited file with individual student data.

Submit Data Log in to the Single Sign-On for Web Systems (SSWS) portal. Upload the tab-delimited file of student records for the December 1 Child Count

Collection.

Check SSWS for Pass/Fail notifications2

The status of the submitted student records file can be found on the Status Tracking page of the SSWS.

Once the December 1 Child Count data are processed, a color-coded notification table on the Submit Data page will indicate whether the uploaded file passed or failed the validation checkpoints.

Any FAILED validation requires correction and resubmission. Each WARNING must be reviewed and checked for accuracy. Warnings determined

to be incorrect require correction and resubmission.

View or Download the data edits from SSWS After the uploaded file of Student Record data passes the five validation checkpoints,

the data elements for each record will be validated. Two types of errors could be generated. Fatal errors consist of erroneous data for the

required elements and Warnings consist of questionable data for optional elements. Unless a Successful Upload Status is received in the Status Tracking table, all fatal

errors must be corrected and the data resubmitted.

Unsuccessful Submission If the submission is failed/unsuccessful, the division will be able to see two types of

fatal errors in the Status Tracking table:1) individual student records with the error for that record; or 2) total number by fatal error type

All fatal errors must be corrected and the file must be resubmitted.

Successful Submission After a successful submission, the division must carefully review the following two

Certification Reports from SSWS:1) Child Count Certification Report2) Child Count Financial Verification

If inaccurate, the tab-delimited file of student record data must be corrected and resubmitted.

After reviewing and determining the data reported are accurate, the Parentally Placed information must be completed and sent to the division superintendent/designee who must electronically approve the certification report through the Superintendent Data Collection Approvals (SDCA) Application through the Single Sign-on for Web Systems (SSWS) portal.

Resubmission of Child Count DataIf the school division needs to resubmit data on or after the posted date, the division’s superintendent must write a letter addressed to Dr. Samantha Hollins, Assistant Superintendent, Department of Special Education and Student Services. The division superintendent’s letter must be signed, scanned, and attached to an email addressed to spedprogramdata@doe.virginia.gov and include the following:

Subject: Request for resubmission of child count data, Reason(s) for the resubmission request, Statement of the detailed changes to be made including specific data elements, and A plan to ensure accurate future submissions.

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Our office will contact the division’s special education director to schedule the resubmission. Only the specifically requested changes can be made; any additional changes will require a new resubmission request and subsequent approval from our office.

Prior to a resubmission, the school division making the request must notify any impacted division(s) as this might require a resubmission on their part. If an impacted division needs to resubmit as a result, that division must follow the same resubmission procedures outlined in this memo. In addition, any resubmitting divisions must review the revised child count and financial reports and submit a new certification report, electronically approved by the division’s superintendent within two (2) days after the successful resubmission. Submissions made after the child count window officially closes for the collection year may impact the division’s local determination rubric for inaccurate or untimely data submission.

Data Elements and Descriptions

State Testing Identifier (2)Format: numeric Maximum Length: 10The State Testing Identifier is a ten-digit numeric field and cannot begin with zero or contain repetitive sequences such as 111, or 222, etc. The State Testing Identifier will be the unique number provided by Educational Information Management Systems (EIMS) to uniquely identify the student within the State.

Edit checks for valid State Testing Identifier One record per student per school The State Testing Identifier must be a valid STI assigned number

Unique Local Student Identifier (3)Format: alpha numeric Maximum Length: 12The Unique Local Student Identifier is locally assigned to uniquely identify the student within the division. The code must consist of numbers 0-9 and alpha characters A-Z and should not include any special characters (e.g., dashes, slashes).

Responsible Division Number (4)Format: numeric Maximum Length: 3The Responsible Division Number is a three-digit, state-assigned number where the student resides, OR where the student attends a school through open enrollment, OR where the student attends due to tuition being waived, OR any student with a disability for whom the division is legally responsible for providing a Free Appropriate Public Education (FAPE). Division Code Numbers: Refer to the lists of Virginia School Divisions.

Edit checks for valid Responsible Division Number Valid three-digit, state-assigned division number Division number must be less than or equal to 218, OR equal to 917 or 888

Notes: In general, the Serving Division reports all the students served in their schools.

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Only divisions whose number is less than or equal to 218, OR equal to 917 will submit a report to VDOE.

If the Serving Division number is greater than 218 OR not equal to 917, the Responsible Division must report the records of those students.

If the Responsible Division and Serving Division are not the same AND the Responsible Division is the Reporting Division AND the Serving Division is less than or equal to 219, then the record cannot be reported by the Responsible Division.

Responsible School Number (5)Format: numeric Maximum Length: 4The Responsible School number is a four-digit, state-assigned number for the school where the student resides OR where the student attends through open enrollment, OR where the student’s tuition is being waived.

The record(s) of the student who is enrolled for part of a day at a Governor’s School, local Alternative Education Centers, Regional Special Education Centers, Regional Career and Technical Education Centers, STEM (Science, Technology, Engineering and Mathematics) Academies, or other type of regional centers/schools should have the school or center where the student spends the majority of the day listed as the Serving Division and Serving School/Center.

Edit Checks for Responsible School Number Must be a valid institution within the Division Must be numeric

Notes: The responsible school should be the zoned school based on the student's address for

any students served in a community PK school. If a student is served outside of his/her Responsible School, the Serving Division and

School must reflect appropriate center. A Tuition Code is necessary if Serving Division is not in your LEA. If the Serving Division is an LEA, the Serving Division reports the student, otherwise,

the Responsible Division reports.

Serving Division Number (6)Format: numeric Maximum Length: 4The Serving Division Number is a three or four digit state-assigned number used to identify the division, agency or regional program that provides services to the student.

Edit checks for valid Serving Division Code Valid 3-4 digit, state-assigned division number Must be numeric

Notes: In general, the Serving Division reports all the students served in their schools. Only divisions whose number is less than or equal to 218 OR equal to 917 will submit

a report to VDOE.

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If the Serving Division number is greater than 218 OR not equal to 917, the Responsible Division must report the records of those students.

Serving School/Center Number (7)Format: numeric Maximum Length: 4The Serving School/Center Number is a four-digit, state-assigned number used to identify the school, center, program, or placement that provides services to the student. The record(s) of the student who is enrolled for part of a day at a Governor’s School, local Alternative Education Centers, Regional Special Education Centers, Regional Career and Technical Education Centers, STEM (Science, Technology, Engineering and Mathematics) Academies, or other type of regional center or school should have the school or center where the student spends the majority of the day listed as the Serving Division and Serving School/Center.

Additional Serving School codes for non-school settings include:o 9990 - Community PK schoolo 9991 - Home Educational Services (instruction provided at the discretion of the

LEA in the home setting as a result of a disciplinary action or other administrative decision unrelated to an IEP. This term does not include “Homebound instruction” as defined in 8VAC20-131-5 or “Homebased instruction” as defined in 8VAC20-81-10.)

o 9998 - Homebound services is academic instruction provided to students who are confined at home or in a health care facility for periods of time that prevent normal school attendance, based upon certification of need by a licensed physician or a licensed clinical psychologist.

o 9999 - Homebased services that are delivered in the home setting (or other agreed upon setting) in accordance with the child's individualized education program.

Edit checks for valid Serving School/Center Code Must be numeric

Must be a valid institution within the serving division, region, or private schoolsNotes:

If a student is served outside of his/her Responsible School, the Serving Division and School must reflect the appropriate center.

A Tuition Code is necessary if Serving Division is not in your LEA. If the Serving Division is an LEA, the Serving Division reports the student otherwise

Responsible Division reports.

Active Status Code (8) (Refer to SRC Data Elements)Format: alpha Maximum Length: 1The Active Status Code indicates the status of the student as of the snapshot date (12/1). Every student reported in the December 1 Child Count Collection must have an active status of A, N, or V.

A = Active – Use A for students receiving special education services (other than in a full time virtual program) on December 1).

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N = Not Enrolled – Use an N record if tuition for previous summer regional program is being claimed; the student is not receiving special education services on December 1 and does not have any other days of membership during the current school year.

V = Virtual Program - Use V records to report students who are actively enrolled in full time virtual programs.

Edit checks for valid Active Status A, N, or V is required Blanks are not permitted for December 1 collection

Entry Code (9)Format: alpha numeric Maximum Length: 4The Entry Code identifies the process by which the student first entered the school during a given school year. Original entries are, for each school year, those students entering any public school for the first time during that year. (Refer to all codes for required E0xx, E1xx, or E2xx.) Re-entries are, for each school year, those students received from another classroom in the same school or from another public school in the State. In every case, these students have already been coded as Original entries for each school year in some public school in the State.For questions specific to state-approved Entry Codes, please refer to the Student Record Collection (SRC) guidance document.

Listed below are the state-approved Entry Codes.

Code DescriptionE099 Entry into an Individualized Student Alternative Education Program

E104 Transfer from a private, non-religiously-affiliated school in the same locale education agency

E105 Transfer from a private, non-religiously-affiliated school in a different local education agency in the same state

E106 Transfer from a private, non-religiously-affiliated school in a different state

E107 Transfer from a private, religiously-affiliated school in the same local education agency

E108 Transfer from a private, religiously-affiliated school in a different local education agency in the same state

E109 Transfer from a private, religiously-affiliated school in a different stateE111 Transfer from a state-operated institution

E112 Original entry of a DJJ student into a juvenile detention facility. For State Operated Programs use only

E113 Transfer from home schooling E119 Original entry into a United States school

E120 Original entry into a United States school from a foreign country with no interruption in schooling

E121 Original entry into a United States school from a foreign country with an interruption in schooling

E203 Transfer from a public school in a different state

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Code DescriptionE204 Student was enrolled in a public school in another state before 10/1 and then

reenrolled in a Virginia public school after 10/1R099 Entry into an Individualized Student Alternative Education ProgramR111 Re-entry from a state-operated institution

R112 Re-entry of a DJJ student into a juvenile detention facility. For State Operated Programs use only

R115 Re-entry from the same school with no interruption of schooling R201 Transfer from a public school in the same local education agencyR212 Transfer from a charter school in the same local education agencyR214 Matriculation from another school within the same local education agencyR216 Re-entry from homebound instructionR217 Re-entry into Homebound education within the same LEAR218 Re-entry into a school from Home-based educationR219 Re-entry into Home-based education within the same LEA

R298 Re-entry into a school from an Individualized Student Alternative Education Program

R302 Transfer from a public school in a different local education agency in the same state

R312 Transfer from a charter school in a different local education agency in the same state

R402 Reserved for local use. Do not report on the Student Record CollectionR403 Reserved for local use. Do not report on the Student Record CollectionR415 Re-entry into original school after transferring out of Virginia public educationR416 Re-entry into a different school after transferring out of Virginia public educationR417 Re-entry after a voluntary withdrawR418 Re-entry after an involuntary withdraw

Edit checks for a valid Entry Code A valid, state assigned code, reflecting the student’s FIRST entrance into the

Serving School/Center, is required. If the Active Status Code is N, the Entry Code may be blank.

Entry Date (10)Format: date Maximum Length: 10The Entry Date will be the actual date associated with the entry code that represents the student’s first day of enrollment in the reporting school for the school year. (The reporting school is the school within the division that is submitting the record.)

For questions specific to Entry Date, please refer to the Student Record Collection (SRC) guidance document.

Gender Code (14)Format: alpha Maximum Length: 1The Gender Code identifies the student's gender.

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Codes for Gender: M = Male F = Female N = Non-Binary

Edit checks for Gender Code Valid Gender Code

Birth Date (15)Format: date Maximum Length: 10The Birth Date is the month, day, and year on which the student was born.

Edit checks for valid Birth Date mm/dd/yyyy (including slashes) Birth date is before current date and cannot be a future date Birth date must be within the range of 0-22+ years

Grade Level Code (16)Format: alpha numeric Maximum Length: 2The Grade Level Code identifies the grade level at which the student receives services in a school or an educational institution during a given academic session. For questions specific to Grade Level Codes, please refer to the Student Record Collection (SRC) guidance document.

Codes for Grade Level PK = PreKindergarten JK = Junior Kindergarten KA = Half-Day Kindergarten – AM KP = Half-Day Kindergarten – PM KG = Kindergarten T1 = Transitional First Grade 01 = Grade 1 02 = Grade 2 03 = Grade 3 04 = Grade 4 05 = Grade 5 06 = Grade 6 07 = Grade 7 08 = Grade 8 09 = Grade 9 10 = Grade 10 11 = Grade 11 12 = Grade 12

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Edit checks for valid Grade Level Code Valid Grade Level Code within the low/high grade range of the Responsible

School/Center and the Serving School/Center Cannot be grade level code Test Takers (TT) or Post Graduate (PG)

Primary Disability Code (18)Format: alpha numeric Maximum Length: 3The Primary Disability Code identifies the primary disability type for the student who is eligible for services under the Individuals with Disabilities Education Act (IDEA) and who has an Individualized Education Program (IEP).

Codes for Primary Disability:The state-approved Disability Codes are listed below. The numeric code must be used for this element.

3 = MD - Multiple disabilities 4 = OI - Orthopedic impairment 5 = VI - Visual impairment 6 = HI - Hearing impairment 7 = SLD - Specific learning disability 8 = ED - Emotional disturbance 9 = SLI - Speech or language 10 = OHI - Other health impairment 12 = DB - Deaf-blindness 13 = AUT - Autism 14 = TBI - Traumatic brain injury 16 = DD - Developmental delay 19 = ID - Intellectual Disabilities

Edit checks for valid Primary Disability Codes A valid numeric Disability code. Cannot be blank for December 1 Child Count. Required if serving division code is 600, Special Education Private School. If primary disability code = 16 (Developmental Delay) then the student must be

less than seven years of age as of December 1.

Disadvantaged Status Flag (20)Format: alpha Maximum Length: 1Identifies a student as economically disadvantaged if the student (1) is eligible for free/reduced meals, (2) receives TANF, or (3) is eligible for Medicaid. Note: SRC edit for Initial Nighttime Residency Code does not apply for the December 1 child count.

Edit checks for valid Disadvantaged Status Flag Must be Y (for Yes) or N (for No)

Tuition Paid Code (48)10

Format: numeric Maximum Length: 2The Tuition Paid Code identifies that tuition is paid/received for the student, which is equivalent to the full net local per pupil cost.

Codes for Tuition Paid CodeCod

eDescription

2 Paid tuition to a State-Supported Institution

3 Paid tuition to a Private Institution (does not include students funded with CSA funds)

4 Regional Center (full-day or half-day programs:  governors, CTE, special education or alternative)

5 Received tuition in excess of the Serving Division’s local share from another school division in Virginia (LEA)

7 State’s share of tuition was paid by the Comprehensive Services Act (CSA)

9 Tuition received from an Inter-State Compact Placement agreement

10 Contiguous Out-of-State Students: with same attendance privileges

11 Contiguous Out-of-State Students: without same attendance privileges

12 Non-Contiguous State or Territory outside of the United States

13Tuition in Excess of the Local Share Received from Contiguous Out-of-State Students : same attendance privileges

15 Tuition paid to a school outside of Virginia

16 Tuition waived; student served through Public School Choice agreement

17 Tuition waived; applicable only to Fairfax/Falls Church DJJ and Community SVCS BD students

18 Virtual program (full-day or part-day programs, Virtual Virginia (full-day) or Approved MOP (full-day or part-day))

19Local Center within a Public School Division (full day or half-day programs: CTE, STEM, Health, special education or alternative)

Edit checks for Tuition Paid Code Blank or a valid Tuition Paid Code

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If not blank, the Responsible Division cannot equal Serving Division (a Tuition Paid Code is required when the serving division is different from the responsible division)

Notes: If an LEA pays another LEA tuition that exceeded the amount of the local share,

then the serving LEA should use tuition code of 5. Only tuition codes 5, 9, 10, 11, 12, or 18 can be used when the active status code is

V (Virtual Program).

Foster Care Flag (72)Format: alpha Maximum Length: 1Y = Yes, student is in a foster care settingN = No, student is not in a foster care settingFoster care is defined as 24-hour substitute care for children placed away from their parents and for whom the agency under title IV-E of the Social Security Act has placement and care responsibility. Foster care settings include, but not limited to, family foster homes, relative foster homes, group homes, emergency shelters, residential facilities, child care institutions, and pre-adoptive homes.

Edit checks for Foster Care Flag Must be Y or N This element cannot be blank.

Ethnic Flag (73)Format: alpha Maximum Length: 1The Ethnic Flag is used to identify if the student is Hispanic or Latino.For questions specific to the Ethnic Flag, please refer to the Student Record Collection (SRC) guidance document.

Edit checks for Ethnic Flag Must be Y or N This element cannot be blank.

Race Code (74)Format: numeric Maximum Length: 2The Race Code is used to identify the one or more races the student identifies with. This element cannot be blank.For questions specific to the Race Code, please refer to the Student Record Collection (SRC) guidance document.

Edit checks for Race Code Must be a valid state assigned race code

EL Code (76)Format: numeric Maximum Length: 1Identifies the student’s current status.

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EL Codes: 1 = Identified as EL and receives EL Services 2 = Identified as EL but has refused EL services 4= Identified as formerly EL for each of the four years after exiting EL Services 5 =Temporarily identified as EL (Presumptively EL until formally screened in

person)

Edit checks for EL Code Must be a blank or a valid state assigned code

Special Education Student Placement Code (80)Format: numeric Maximum Length: 2The placement code identifies the physical location where a student receives special education and/or related services. Placement categories are mandated by federal reporting requirements and are determined by age, not grade or classroom designation.

Placement codes 1-8 are used for students ages 6-21+ and 5 year old Kindergarten (KA, KP, or KG) students.

Placement codes 17-22 are used for students’ ages zero–five and not enrolled in a school-aged instructional program.

For students who have more than one placement, the placement code reflects where the student spends the majority of the day.

Placement Reporting Categories for School-Age Children with Disabilities

Placement Code 1: Regular Education Setting - The student is served in the regular school building, either in a special education class or in a regular class and is also referred to as Public Day school/setting.

For federal placement reporting purposes, age-appropriate community-based settings that include individuals with and without disabilities are considered regular school buildings, e.g., libraries, vocational settings, job sites, and community colleges.

Use this code for students placed by parents in private schools for educational reasons but who receive special education and/or related services through a services plan.

Also, use this code for students placed by parents in residential facilities for non-educational reasons but for whom the school division is still responsible for providing special education and/or related services.

Placement Code 1 includes five-year olds enrolled in Kindergarten with a KA (half-day AM) or KP (half-day PM) or KG (kindergarten) grade level code on December 1.

Placement Code 2: Public Separate School - The student is served in a building that only serves students with disabilities.

Placement Code 3: Private Day School - The student is served in a private day program. Use for students placed by the school division in approved private school

programs, i.e., licensed as private special education schools through the Virginia Department of Education.

Do not use this code for unilateral parent placements into private schools.13

Private day school placements are funded through the Comprehensive Services Act.

Placement Code 4: Public Residential School - The student is served in a state operated program (SOP); these include mental health facilities, training centers, and local and regional detention homes, but not the hospital programs.

School divisions do not use this placement code. Students in SOPs are reported by the state operated program.

Placement Code 5: Private Residential School - The student is served in a private residential program.

Use for students placed by the school division in a private residential school/program or students placed by a local Family Assessment and Planning Team (FAPT) through the Comprehensive Services Act (CSA) for non-educational reasons into a residential program (school divisions are still responsible for developing an IEP for these students).

Private residential schools are funded through the CSA. Do not use this code for students placed by parents into residential programs for

non-educational reasons.

Placement Code 6: Home Placement - The student receives special education services at home.

This includes Homebased and Homebound students.

Placement Code 7: Hospital Program - The student receives services in one of the SOP hospital programs. School divisions do not use this code.

Students who are placed in and receiving special education and related services in hospital programs are reported by the SOP hospital programs.

Placement Code 8: Correctional Education Program - The student receives services in a program run by the Department of Juvenile Justice, the Department of Corrections or in a local or regional jail.

School divisions use this code for students served in local or regional jails.

Placement Reporting Categories for Non-School-Age Children with Disabilities Ages 0-5

Placement Code 17: Regular Early Childhood Program - A Regular Early Childhood Program is a program that includes a majority (equals 50 percent or greater) of nondisabled children (i.e., children without an IEP). This category may include, but is not limited to:

Head Start; Preschool classes offered to an eligible pre-kindergarten population by the public

school system; Private preschools; and Group child development center or child care.

Use this code for every child attending a regular early childhood program, even if the child receives special education services in other environments. A student who spends a small amount of time with non-disabled peers, e.g., snack, lunch, or recess does not meet the definition for placement code 17.

Note: Additional information is required when Placement Code 17 is reported:14

1. Time in Regular Early Childhood Setting: report Y or N to identify whether the student spends ten or more hours a week in the Regular Early Childhood Setting or less than ten hours a week in the Regular Early Childhood Setting.

2. Special Education in Regular Early Childhood Setting: report Y or N to identify whether the student receives the majority of their special education and related services in the Regular Early Childhood Setting.

Placement Code 18: Special Education Classroom. This is a program that includes at least 50 percent children with disabilities. Special education classrooms include, but are not limited to:

regular school buildings; trailers or portables outside regular school buildings; child care facilities; hospital facilities on an outpatient basis; and other community-based settings.

Placement Code 19: Separate Special Education School. This is a program where students receive special education services in public or private day schools designed specifically for children with disabilities.

Students who are placed by school divisions in approved private day schools are funded through the Comprehensive Services Act (CSA).

Placement Code 20: Special Education Residential Facilities. This is a program where students receive special education in publicly or privately operated residential schools or residential medical facilities on an inpatient basis.

School divisions use this code for students placed by the division in private residential programs. State operated programs use this code for students served in SOPs.

Students who are placed by school divisions in private residential programs are funded by the Comprehensive Services Act (CSA).

Placement Code 21: Home. This category is for students who receive the majority of their special education and related services in the principal residence of the child's family or caregivers.

Include the children who receive special education and related services both at home and in some other location, if they are receiving the majority of their services in the home. The term caregiver includes babysitters.

This includes Homebased and Homebound students.

Placement Code 22: Service Provider Location. This category is for students who receive the majority of their special education and related services in a service provider location or some other location that is not in any other category such as speech instruction provided in: private clinicians’ offices, clinicians’ offices located in school buildings, or hospital facilities on an outpatient basis.

Do not use this code for students who also receive special education at home. Children who receive services both in a service provider location and at home are reported using code 21 – Home.

Edit Checks for Special Education Student Placement Codes If Placement Code = 17, the Time in Regular Early Childhood Setting cannot be

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blank. If Placement Code = 17, the Special Education in Regular Early Childhood

Setting cannot be blank. If Placement Code = 3, 5, 19, or 20, then the tuition paid code must be 3 or 7.

Regular Class Percent (81)Format: numeric Maximum Length: 3The regular class percent reflects the amount of time the student spends with non-disabled peers. The calculation of regular class percent is only computed for school-aged students.The regular class percent is calculated by the total amount of time spent in the regular class divided by the length of the entire school day (“Bell to Bell”) then multiplied by one hundred which equals the percent of time spent in the regular class.

Note: Only for students enrolled in school-age instructional programs (kindergarten through

grade 12) Length of school day = “bell to bell.” It DOES include lunch, recess, class changes,

etc. Any time outside a self-contained class is considered to be regular class time. Regular class DOES include educational time spent in age-appropriate community-

based settings that include individuals with and without disabilities such as college campuses, job sites, libraries or vocational sites.

Regular class time DOES include time spent outside the regular classroom receiving services unrelated to the youth’s disability, e.g., LEP services.

Regular class time DOES include the time a student receives special education services when those services are provided in a regular education classroom.

If a student is totally self-contained (i.e., does not change classes, does not go to the cafeteria for lunch) it is acceptable to identify time in regular class simply by identifying the time the student participates in activities within the regular education environment.

Report: The percent should be zero (0) for all placement codes other than 1. Regular class percent for students ages 0–5 and not in kindergarten, should be zero (0).

This calculation is determined only by location. This calculation does not take into account any instructional service (regular or special).

Edit Checks for Regular Class Percent Required if primary disability is not blank and not 15 (504) If placement code is not 1 or 17, then regular class % should = 0 Cannot exceed 100 percent

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Number between 0 and 100, inclusive

Special Education Student Primary Disability Service Percent of Day (82)Format: numeric Maximum Length: 3

The primary special education service percent of day reflects the percent of instructional time the student receives special education services for this particular disability. The calculation is required for all students ages 0-21+. The percentage for primary disability special education received is calculated as follows:

Identify the special education service specified in the IEP for the primary disability for a student. Determine how much time is required to provide this special education service and divide this amount by the length of the standard instructional day; multiply by 100 to calculate the percentage of special education provided.

Note: Length of the standard instructional day will likely be different for elementary, middle

and secondary schools. Length of the standard instructional day = time devoted to educational activities.

o It does not include lunch, class changes, recess, etc. For preschool students, the standard instructional day is the full instructional day of

the elementary school. Do not use a half day for this calculation. Special education services are reported based on the student’s disability as determined

by the eligibility committee – not by the endorsement of the teacher or type of class attached to the service.

Only those related services that are considered stand-alone disabilities are reported (speech, vision, and hearing). Other related services such as physical therapy, occupational therapy, and counseling are NOT reported as special education services.

When determining the amount of special education services in an inclusive setting, the amount of service is based on the IEP.

o The fact that the special education teacher is in the classroom does not mean that the student is receiving special education.

o The calculation is NOT related to where services are delivered; include all special education services regardless of where the services are provided.

The calculation is made for all primary disabilities and any secondary or tertiary disabilities that are reported. The reporting of three possible disabilities is strictly for SOQ funding calculations.

Percent of special education is not a required component of the IEP.

Edit checks for Special Education Student Primary Disability Service Percent of Day Required if Primary Disability is not blank and not 15 (504). The percent must be greater than 0 but cannot exceed 100 percent. Total of primary, secondary, and third percent cannot exceed 100 percent. Warning – results if secondary percent is greater than primary or if third percent is

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greater than secondary or primary.

Special Education Student Secondary Disability Code (83)Format: numeric Maximum Length: 2This is required if the student is receiving special education services for a secondary disability.

The Secondary Disability Code identifies the secondary disability type for the student who is eligible for services under the Individuals with Disabilities Education Act (IDEA) and who has an Individualized Education Program (IEP). Refer to the disability codes listed under Primary Disability Code.

Edit Checks Special Education Student Secondary Disability Code: Must be a valid disability code Cannot be the same as the primary or third disability code

Special Education Student Secondary Disability Service Percent of Day (84)Format: numeric Maximum Length: 3This is required if a secondary disability code is entered for this student. Refer to the method of calculation for primary service percent of day.

Edit Checks Special Education Student Secondary Service Percent of Day Required if Special Ed Student Secondary Disability Code is not blank and not 15

(504) Total of primary, secondary, and third percent of day cannot exceed 100 A warning results if a secondary percent is greater than primary percent of day

Special Education Student Secondary Disability Serving Division (85)Format: numeric Maximum Length: 3This is required if a secondary disability code is entered; follow same instructions as for Primary Serving Division.

Special Education Student Secondary Disability Serving School (86)Format: numeric Maximum Length: 4This is required if Special Ed Student Secondary Disability Code is not blank and not 15 (504). Follow same instructions as for Primary Serving School.

Special Education Student Third Disability Code (87)Format: numeric Maximum Length: 2This is required if the student is receiving services for a third disability. The Third Disability Code identifies the third disability type for the student who is eligible for services under the Individuals with Disabilities Education Act (IDEA) and who has an Individualized Education Program (IEP). This must be a valid disability code and not the same as the primary or secondary disability.

Special Education Student Third Disability Service Percent of Day (88)

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Format: numeric Maximum Length: 3This is required if a third disability code is entered and not 15 (504). Refer to the calculation under primary service percent of day.

Edit Checks Special Education Student Third Service Percent of Day Cannot be blank or 0 if Special Education Third Disability Code is not blank. Total of primary, secondary, and third percent of day cannot exceed 100. A Warning will result if tertiary percent of day is greater than the primary or

secondary percent of day.

Special Education Student Third Disability Serving Division (89)Format: alpha Maximum Length: 3This is required if a third disability code is entered and not 15 (504). Follow the same instructions as for Primary Serving Division.

Special Education Student Third Disability Serving School (90)Format: numeric Maximum Length: 4This is required if a third disability code is entered and not 15 (504). Follow same instructions as for Primary Serving School.

Special Education Regional Tuition Reimbursement Disability Code (93)Format: numeric Maximum Length: 2This is the disability code for which regional tuition reimbursement is being claimed.

Edit checks for Special Education Regional Tuition Reimbursement Disability Code Must be one of these reimbursable disabilities:

o 3 = MD (Multiple Disabilities)o 6 = HI (Hearing Impairment)o 8 = ED (Emotionally Disturbance)o 12 = DB (Deaf-blindness)o 13 = AUT (Autism)o 14 = TBI (Traumatic Brain Injury)

Required if the Summer Semester Regional Tuition Reimbursement is not null.

Note: If the division is not submitting a summer school regional tuition reimbursement claim, do not report: a dollar ($) amount in the Summer Semester Special Education Regional Tuition

Reimbursement field a Special Education Regional Tuition Reimbursement disability code a tuition paid code of 4

Time in Regular Early Childhood Setting (94)Format: numeric Maximum Length: 1This is a flag to identify if the student spends ten or more hours a week in the Regular Early Childhood setting. Y = Yes, student spends 10 or more hours a week in the Regular Early

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Childhood Setting. N = No, student does not spend 10 or more hours a week in the Regular Early Childhood Setting.

Edit Checks for Time in Regular Early Childhood Setting If time in Regular Early Childhood setting = Y/N (yes/no), then the Placement Code

must be 17.

Special Education in Regular Early Childhood Setting (95)Format: numeric Maximum Length: 1This is a flag to identify if the student receives the majority (at least 50%) of their special education and related services in the Regular Early Childhood setting.

Y = Yes, student does receive the majority of their special education and related services in the Regular Early Childhood Setting.

N = No, student does not receive the majority of their special education and related services in the Regular Early Childhood Setting

Edit Checks for Special Education in Regular Early Childhood Setting If Special Ed in Regular Early Childhood Setting = Y/N (yes/no), then the Placement

Code must be 17.

Parentally Placed Students (96)Format: alpha Maximum Length: 1A flag to identify if the student was parentally placed. For these students, the parent withdraws the student from the public school, the parent places the student in a private school, the parent requests special education services from the public school, the school division develops a services plan based on the proportionate set-aside dollar amount calculated for the division. This includes students who are home schooled.

Y = Yes, student was parentally placedN = No, student was not parentally placed

Note: The parent withdraws student from the public school. Parent places student in the private school (NOT the school division). Parent requests special education services from the public school. The LEA develops a services plan based on the proportionate set-aside amount

calculated for the division. This includes students who are home schooled. This includes students placed by parents in residential facilities for non-

educational reasons. Report the disability for the special education service actually provided. A school division is responsible for providing services to any student in a private

school within the division’s jurisdiction. Responsible division and serving division are the division that provides the special

education services. Regular class percent should be zero. Use placement code 1 when the special education services specified in the services

plan are provided in a public school or in the private school.

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Use placement code 6 when the special education services specified in the services plan are provided in the home.

The Responsible school and Serving school are reported as the school the student previously attended.

Do not report a tuition paid code.

Edit Checks for Parentally Placed Students The field must be Y (yes) or N (no). If Y, the serving division cannot be 600. If Y, the Placement Code must be 1 or 6 for school-age students. If Y, the tuition paid code must be null. If Y, the Special Education Regular Class Percent must equal ‘0.’

Summer Semester Special Education Regional Tuition Reimbursement (101)Format: numeric Maximum Length: 9This is the Special Education Regional Tuition Reimbursement amount requested to be paid for special education services provided through a regional program during the summer semester (July 1 through August 31 of a reporting year).

Edit Checks for Summer Semester Special Education Regional Tuition Reimbursement Must report in dollars and cents if requesting summer reimbursement Must be a valid positive number with a two place decimal if requesting summer

reimbursement; the decimal must be included Leave blank if not requesting a summer services reimbursement. Required if the Special Education Regional Tuition Reimbursement Disability

Code is not null

Note: If reimbursement is not being requested, leave this field blank but include the Intensive Support Services Code (Data Element 125) if the student was previously enrolled in a regional program.

Reporting School (103)Format: numeric Maximum Length: 4This is a four-digit state-assigned school number that identifies the school for which membership, funding, graduation status and high school completion status are attributed. The use of this field is restricted to specific situations where non-residential students attend a regional program instead of a local school.

Edit Checks for Reporting School Must be a valid school within the reporting division. Must be a valid school code from list of Virginia school numbers by division. Must be numeric. The Serving Division must be a regional based program. The Reporting School must belong to the reporting division. If Reporting Division & Responsible Division are different AND the Serving School is

a center, then a Reporting School is required.

Intensive Support Services Code (125)21

Format: numeric Maximum Length: 2A state assigned code which designates a program, through which students with Intensive Support Needs receive special education services and which allows the student to be claimed for reimbursement funds. (Formerly known as the special education regional tuition reimbursement program.)Refer to the state-approved Intensive Support Services Codes on the SRC webpage.

Edit checks for Intensive Support Services Code Blank or valid code Required if First/Second/Summer Semester Tuition Reimbursement is not null Needed to indicate a student’s regional program placement even if the division is

not claiming a dollar amount for summer school services

Student’s First Name (131)Format: alpha Maximum Length: 15

Edit checks for Student’s First Name Student’s First Name cannot be blank.

Student’s Middle Name (132)Format: alpha Maximum Length: 15

Edit checks for Student’s Middle Name Student’s Middle Name may be blank if not applicable.

Student’s Last Name (133)Format: alpha Maximum Length: 25

Edit checks for Student’s Last Name Student’s Last Name cannot be blank.

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